2014 HOME Annual Performance Report Training Webinar 7/8/14

1. 2014 HOME Annual Performance Report Training Webinar 7/8/14 State of California Department of Housing and Community Development

2. Annual Performance Report Training Agenda • Annual Performance Report (APR) • Overview • What’s New • APR Procedures • Definition of “Completion” • APR Date to Remember • Training on completing the APR Attachments

3. Where To Find the Forms

4. APR Overview The reporting period is: July 1, 2013 through June 30, 2014 Why do we require an APR? • HUD requires the State to report annually • To collect data to complete our HUD reports

5. What’s New? Changes to the APR forms: • Updated Attachment F (Section 3) to eliminate duplicate entries • Attachment B (MBE/WBE) and Attachment F (Section 3) work together • Pop-ups • Drop-downs

6. APR Procedures • APRs will not be accepted if they are: • Old Forms • PDF • Faxed • Hard copies • Included in the body of the email • APR forms must be emailed to HOME inbox: home@hcd.ca.gov

7. Completion APR is considered “received” when it is – • “Complete” • “Accurate” • Including required Stand-Alone reports from Contractors and Subcontractors

8. APR Date to Remember • HOME Recipient’s submission deadline: Thursday, July 31, 2014

9. Keep in Mind • Your HOME Representative is available throughout the process for clarification of forms and procedures. • If you have problems with formatting the forms (i.e. can’t enter date), please contact Juanita Bermudez at (916) 263-2321 or Juanita.Bermudez@hcd.ca.gov

10. Annual Performance Report Training Agenda • APR Workbook • Matrix • Attachment A (Program Income) • Attachment B (MBE/WBE) • Attachment D (Relocation & Real Property Acquisition) • Attachment E (Demographic Analysis) • Attachment F (Section 3)

11. The Matrix State of California Department of Housing and Community Development

12. Questions?

13. Attachment A: Program Income (PI) and Recaptured Funds (RF) State of California Department of Housing and Community Development

15. Reporting Program Income (PI) and Recaptured Funds (RF) Who should file an Attachment A? All State Recipient (SR) contractors must file: • Even ifthere is no PI or RFto report for the fiscal year • Even if all of a jurisdiction’s HOME Standard Agreements have expired

16. Reporting HOME PI/RFAttachment A Completing Attachment A: • The beginning PI/RF balance (Activity & Admin) must match ending balances from last year • Ifno APR was filed last year, we will match this year’s Attachment A beginning PI/RF balance to the ending balance from April - June 2013 Quarterly Program Income Report (QPIR)

17. Reporting HOME PI/RFAttachment A Completing Attachment A: • The ending PI/RF balance must match ending PI/RF balance from the April – June 2014 QPIR if received

18. Reporting HOME PI/RFAttachment A Completing Attachment A: • SR & HOME Rep should discuss plans to use large PI/RF balances reported, when over $100,000 • Please no longer report negativePI/RF balances (Activity or Admin) • Please do not leave fields blank on page 1; Enter zeros if there is nothing to report

19. Reporting HOME PI/RF, Attachment AFor all PI/RF projects, mark whether completed in column 9 of page 2

20. Reporting HOME PI/RF, Attachment AComplete all household data for each project funded with only PI/RF on page 3

21. For FTHB only, make sure column 7 on page 2 and column 2 on page 3 match

22. Reporting HOME PI/RFAttachment A HUD now requires that completed projects funded with Only PI/RF funded be entered into IDIS • After reporting all household data on Attachment A, check as completed in column 9, page 2 • SRs must submit a Setup/Completion Report for the completed project labeled as “PI-Only” • For any PI admin expended, SR must submit a Drawdown Request labeled as “PI-Only”

23. Questions?

24. Attachment B: Minority Business Enterprise (MBE) and Women Business Enterprise (WBE) State of California Department of Housing and Community Development

25. Questions?

26. Attachment D Relocation & Real Property Acquisition State of California Department of Housing and Community Development

27. ATTACHMENT D (TOP) • ttttta Report all acquisitions and all displacements.

28. TABLE I (Middle) Report the total number and the total cost of the following: 1. Properties acquired; 2. Businesses permanently displaced; 3. Nonprofit organizations permanently displaced; and 4. Households temporarily relocated for less than 12 months.

29. TABLE II (Bottom) Table II asks the HOME Recipients to report the total number of households permanently displaced in accordance with their race and ethnicity group; and the total relocation costs associated with each group.

30. Questions?

31. Attachment E: Demographic Analysis State of California Department of Housing and Community Development

32. First Things First Purpose This form addresses the question “Do all residents and potential residents of this jurisdiction have equal access to housing regardless of race, color, religion, sex, disability, familial status, age, or national origin? If not, why not?”

33. First Things First • This is a stand-alone Excel worksheet found on our APR page. • Complete at least one Attachment E if you had any active Program Activity contracts during this reporting period (2013-2014 fiscal year).

34. First Things First • Complete one Attachment E per program activity (even if funded by CDBG also) • Submit as a separate attachment(s) with your HOME Annual Performance Report • Except for waiting list, this form asks for reporting period (fiscal year) data

35. The Form (page 1 top)

36. The Form (page 1 bottom) • Selecting a jurisdiction will populate the census data automatically on the left side

37. The Form (page 2 top) • Selecting a jurisdiction will populate the census data automatically on the left side

38. The Form (page 2 bottom) • Selecting a jurisdiction will populate the census data automatically on the left side

39. Tips for Properly Completing Attachment E • Selecting a jurisdiction will populate the census data automatically on the left side • If your jurisdiction isn’t on the list, contract your HOME Program Activities Representative. • Select Fiscal Year 2013-2014

40. Tips for Properly Completing Attachment E Check all Funding Sources used for this program activity (e.g. FTHB):

41. Tips for Properly Completing Attachment E Check one HOME Program Activity unless applicants are from same program (applicant pool/waiting list). Example: FTHB Acq. Only and Acq. with Rehab. Check a CDBG box too if it’s the same FTHB program/waiting list.

42. Tips for Properly Completing Attachment E HOME OOR and CDBG Housing Rehab 1-4 (only CDBG OOR) boxes should both be checked if one program (applicant pool/waiting list).

43. Tips for Properly Completing Attachment E Enter all Standard Agreement Number(s) (e.g. 11-HOME-1234) for this program activity that were still within their expenditure period after July 1, 2013 (HOME 2011 - 2013 Program Activities contracts).

44. Tips for Properly Completing Attachment E Next, input data into all yellow fields, keeping in mind: • Data you’re entering is for Head of Household (the first name on the application) • Everyone has an ethnicity (Hispanic or Latino, or not); and everyone has a race. • Disability Data must be manually retrieved and populated following the instructions on the last page of the form.

45. Tips for Properly Completing Attachment E Warning! The disability boxes won’t turn red when they should, but be sure to address any difference exceeding 10%.

46. Tips for Properly Completing Attachment E Applicants Column Enter data for only those whose applications were received during this reporting period (2013-2014 fiscal year).

47. Tips for Properly Completing Attachment E Beneficiaries Column Enter data for only those who received benefits during this reporting period, even if they applied during a prior reporting period.

48. Tips for Properly Completing Attachment E Rejected Applicants Column Enter data for only those who either were rejected or who withdrew during this reporting period.

49. Tips for Properly Completing Attachment E Waiting List Column Enter data for all who are on this program activity’s waiting list regardless of which fiscal year they applied. This is everyone except beneficiaries and rejected/withdrawn applicants.

50. Tips for Properly Completing Attachment E “Wait! Don’t the numbers in a row have to add up?” No. The numbers within a row probably won’t add up, since beneficiaries, rejected/withdrawn, and waiting list people could be applicants from prior fiscal years.